Temp Admin Assistant (1 year contract)

Hastings Deering; Singapore; On-site; SGD 40,000 - 50,000; Full time

Job summary

A leading automotive services company in Singapore is seeking an Administrative Assistant to support various departments with meeting organization, report preparation, and budget planning. The ideal candidate will have strong organizational and communication skills, along with experience in administrative roles. This position offers opportunities for growth within the organization.

Qualifications

• Strong organizational skills to manage multiple tasks.
• Excellent communication skills for liaising with stakeholders.
• Ability to prepare accurate reports and presentations.

Responsibilities

• Organize and schedule meetings with internal and external stakeholders.
• Assist with budget planning and tender exercises.
• Provide administrative support to various departments.

Skills

Organizational skills

Communication skills

Administrative skills

Budget planning

Stakeholder liaison

Tools

Microsoft Teams

PowerPoint

Salesforce

Job description

General Duties under Director - 30%

• Organise and schedule meetings (either via Microsoft Teams (MS), arrange beverages and reserve meeting rooms).
• Take minutes during meetings, ensure accuracies, and disseminate accordingly.
• Prepare reports and PowerPoint presentations where required.
• Assist in budget planning for Facilities and Customer Relations departments.
• Assist in ‘BMW Retail Standards Audit’ preparations with internal stakeholders (Sales, Aftersales, IT, Marketing, Training, etc.) and BMW Asia. Arrange appointments with BMW auditor at each site.
• Liaise with internal stakeholders, business partners, BMW principals and external vendors where required.
• Assist in all tender exercises (e.g., A&A works, redevelopment projects, cleaning services, security services, facility management services, electricity supply, wastewater treatment plants).
• Monitor beverage consumption and order supplies for L1 café area and L2 customer lounge.
• Assist in ad‑hoc projects, such as Corporate Social Responsibility projects or Recreation Club activities (e.g., Family Day, Dinner and Dance).
• Perform screening of inbound telephone calls and outbound calls where necessary.
• Administrative duties (creation of purchase orders, photocopying, binding, scanning, faxing, filing, ordering stationery) with a view to reduce unnecessary printing.
• Assist in demo car and courtesy car arrangements where required.
• Assist in courier services and mailing services.
• Any other assignments tasked by Director.

Facilities Department – 50%

Administrative

• Receive and check quotations from vendors and business partners.
• Creation of purchase orders.
• Track and match invoices with earlier quotations for accuracies and ensure respective department codes are indicated for internal cost allocations and submit for settlements.
• Filing of facilities documents from tenderers, vendors, etc. (projects, tenders, utilities, maintenance).
• Retrieving documents (e.g., utility bills from landlords) from 303, 315, ECC, PDI for tracking, recording, filing and audit purposes. Preparation of necessary debit notes for PPSL, VAL, inter‑company settlements.
• Schedule meetings and perform calendar invites.

Operational

• Assist in visual checks of all Motors Singapore sites for defects and cleanliness issues.
• Participate in meetings with contractors/vendors (projects related) and take minutes.
• Weekly meetings with respective stakeholders, where required to take minutes.

Projects / Tender

• Assist in tender exercises, e.g., photocopy, printing, filing, preparation of detailed folders/archived files, scheduling meetings/calendar invites, contacting vendors, where necessary, RFI submissions, correspondence with vendors.
• Any other work‑related matters assigned by Director and Executive.

Customer Relations Department – 20%

(When CRD Executive is unavailable, e.g., on leave or reservist duties.)

Assist CRD Executive in his/her absence

• Check CFM for complaint cases which will be escalated the following day and send email to prompt respective managers/executives. (Daily)
• Check CFM for aged bucket cases and send email to prompt managers/executives. (Daily)
• Submit all PML New Car Sales and PML Service customer data to VOC and generate VOC extract data for respective teams (Twice Weekly).
• Churn Salesforce complaint summary (monthly) and prepare the data.
• Assist in preparing draft reply letters to customers for complaint/compliment cases.
• Prepare acknowledgement letters to customers.
• Make arrangement for Sales and Aftersales to receive awards for compliments at Management Meetings, when required – track and record number of compliments and vouchers, prepare letters and cards, print receipt acknowledgement for recipients to sign, prepare compliment details for manager to read out, inform and remind recipients to attend the Management Meeting, take photos during the presentation of vouchers.
• Assist in Legal and CR cases related correspondence and documents scanning, emailing and file preparation.
• Assist in Customer Centricity matters and Customer Board matters.
• Assist in Business Continuity Management (“BCM”) arrangements, meetings, submissions, call tree exercises.
• Assist Hazard Reporting (Monthly Basis).
• Assist Risk Assessment Officer for management of Risk Assessment (HR, CR/PR/Legal/Facilities, Finance and MD Office).
• VOC Account and System Administration duties.
• Other administrative duties such as voucher purchase, submission of official company related claims to Finance, etc.
• Other duties assigned by Director.

About us

Sime Darby Berhad is a global trading and logistics player. We partner with some of the world’s best brands to deliver quality products and services to our customers. Our core businesses operate in and serve the industrial, motors and logistics sectors as well as the healthcare, insurance and retail segments. With a workforce of more than 20,000 employees, we are headquartered in Oasis Ara Damansara, Selangor, Malaysia with operations in 18 countries and territories across the Asia Pacific region. Sime Darby Berhad is listed on the main market of Bursa Malaysia Securities Berhad.

Sime Darby is setting the pace of change in sustainable futures. For you, this means challenges and opportunities to grow with us. We are committed to nurturing and growing our talents as their dedication and contributions are instrumental in driving our businesses.